How to Export and Import Cash book and or GL Batches

Transcription

1 How to Export and Import Cash book and or GL Batches Often users will capture cash book or journal batches in the incorrect batches or cash book or even in the incorrect company or a copy company created locally. Accountants and or auditors can also test journals on their copy of the company and when happy export and these journals to there clients. You could also take work home and capture batches without updating them and export to flash disk and import when back at the office. No matter the reasons it is a hassle to recapture journals and one can export all this work and import it into the correct place or company. CASH BOOK AND JOURNAL BATCH EXPORT Click on the [Batch] Button on the bottom of your cash book or journal batch Cash Books Payments Batch Example Or General Journal Batch screen On the popup menu click on Export Page 1 of 5 Copyright Ritzy IT Pastel Partner - How to Export and Import Batches.doc

2 The next screen will prompt you the file name that you would like to give the text file that will be created by the export. As the file will be COMMA delimited make sure no commas are used in the descriptions in the batches. To make it easier to find the file later add the full stop and extension TXT. In this example we will call the file : Payment Batch.TXT Once you have typed the file name, click on process. The file will be saved inside the company directory of the Pastel Company you have open. FOR BANK BATCHES ONLY If we are changing BANK batches we need to change the CONTRA account of the batch that we exported. In journal Batches this is not needed. In this example take note of the GL Account numbers of the Cash book it WAS in (8400/000) and the cash book you want it to be in (8410/000) Find the file we exported and using Explorer or via My Computer go to the Company directory that you logged onto. If you do not know the location then go back to the Open a Company logon screen and take note of the address at the bottom of the open screen. Page 2 of 5 Copyright Ritzy IT Pastel Partner - How to Export and Import Batches.doc

3 Use NOTEPAD or other Text Editor to open the menu EDIT and click on Replace Payments Batch.TXT file and click on the Capture the OLD or incorrect GL account WITHOUT the / in the find what block and the NEW or correct GL account without the / in the replace with. Then click on Replace All TAT-BIAE001 There is no confirmation but you will notice that the GL account numbers in the file have changed. We now need to Save the file that has changed by clicking on the Meny File and clicking on Save. Page 3 of 5 Copyright Ritzy IT Pastel Partner - How to Export and Import Batches.doc

4 FOR ALL BATCHES - Continued Now go and change the bank or journal that you want the batch to be in. Click on the correct bank or journal. In the Empty or partially captured correct bank or journal click on [BATCH] again, and now click on Import. In the Import File Name block type in the file name that you used in the export screen. Then click on the [Process] button. Page 4 of 5 Copyright Ritzy IT Pastel Partner - How to Export and Import Batches.doc

5 This should complete the move of all your transactions from one batch to another without having to re capture everything. Page 5 of 5 Copyright Ritzy IT Pastel Partner - How to Export and Import Batches.doc